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Invoice Serial Number Automation in Zoho Books

Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Core Idea

Some companies find it meaningful to have Serial Numbers of items reflected in the line items of invoices for traceability. Currently in Zoho Books, Serial Numbers are stored in Packages and Purchase Order Receipts, while Invoices only reflect the line items. When an Invoice is created, this custom function queries the package(s) associated to the Invoice‘s Sales Order, gets the Serial Number(s) of the item(s) and updates the line item description for each Serialized Item with the Serial Number(s) as string values.

Tutorial

Get Associated Package(s)

Packages are linked to Sales Orders that links to Invoices.

 				 					//Get the Invoice Record  invoiceId = invoice.get("invoice_id");  organizationId = organization.get("organization_id");  invoiceRecord = zoho.inventory.getRecordsByID("Invoices",organizationId,invoiceId);  //Get the Invoice Line Items for later  invoiceItems = invoiceRecord.get("invoice").get("line_items");  //Get the Sales Order Record  salesorderId = invoiceRecord.get("invoice").get("salesorders").get("0").get("salesorder_id");  salesorderRecord = zoho.inventory.getRecordsByID("SalesOrders",organizationId,salesorderId);  //Get all related Packages  packages = salesorderRecord.get("salesorder").get("packages");  //Get a list of all Package Records  packageRecords = List();  for each  p in packages  {  	packageId = p.get("package_id");  	packageRecords.add(zoho.inventory.getRecordsByID("Packages",organizationId,packageId));  }  //Get the item IDs each of the Packages, match them with each of the item IDs in Invoice, then create a map to update the serial numbers in the respective descriptions of each Item in the Invoice  updatelineitems = List();  for each  PR in packageRecords  {  	PackageItems = PR.get("package").get("line_items");  	for each  i in PackageItems  	{  		itemId = i.get("item_id");  		serialNum = i.get("serial_numbers");  		for each  R in invoiceItems  		{  			if(R.get("item_id") = itemId)  			{  				description = serialNum.toString();  				lineItem = Map();  				lineItem.put("description",description);  				lineItem.put("line_item_id",R.get("line_item_id"));  				updatelineitems.add(lineItem);  			}  		}  	}  }  updatemap = Map();  updatemap.put("line_items",updatelineitems);  update = zoho.books.updateRecord("Invoices",organizationId,invoiceId,updatemap);  info update; 				 			

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Get the Serial Number(s) of Each Line Item and Update

Multiple For Loops are used to iterate through every package, line item(s) in the package and Serial Number(s) within each line item. Another loop is used with an If condition to iterate through every line item in Invoices, to get the Serial Number(s) of each item_id and line_item_id in which the item is stored in the Invoice.

Once the iteration is complete, variable updatelineitems which sits outside the loops, holds the list of Serial Numbers and its respective line_item_id in a map format that is ready for update. Once the map is updated into the Invoice, it updates the line item description for each Serialized Item with the Serial Number(s) as string values.

 				 					//Get the item IDs each of the Packages, match them with each of the item IDs in Invoice, then create a map to update the serial numbers in the respective descriptions of each Item in the Invoice  updatelineitems = List();  for each  PR in packageRecords  {  	PackageItems = PR.get("package").get("line_items");  	for each  i in PackageItems  	{  		itemId = i.get("item_id");  		serialNum = i.get("serial_numbers");  		serialNum = serialNum.toString();  		serialNum = serialNum.replaceAll(",",", ");  		info serialNum;  		for each  R in invoiceItems  		{  			if(R.get("item_id") = itemId)  			{  				description = "Serial Number(s): " + serialNum;  				lineItem = Map();  				lineItem.put("description",description);  				lineItem.put("line_item_id",R.get("line_item_id"));  				updatelineitems.add(lineItem);  			}  		}  	}  }  updatemap = Map();  updatemap.put("line_items",updatelineitems);  update = zoho.books.updateRecord("Invoices",organizationId,invoiceId,updatemap);  info update; 				 			

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